Help Me…I’ve Been Robbed!

Don’t panic.  I don’t mean this literally, but we all are robbed daily of something valuable…TIME!  There are so many stolen moments that we need to be aware of to make the most of our day and our lives.  If we don’t open our eyes to the things that rob us of our time, then we will always have a nagging feeling  something was taken from us.  We get angry and frustrated when our time has been taken away from us!  I try and use my time as wisely as I can, so that I actually practice what I preach, but sometimes I am not even aware of when I have been robbed. 

Just the other night, our new puppy (who has been a challenge to say the least)  got into my husbands glass of red wine sitting on the side table next to the couch.  We were busy upstairs putting our boys to bed.  My husband usually kisses the kids good night first and then I do.  He is always back downstairs in his spot on the couch immediately.  As I was doing my kisses, I hear my husband say “DAKOTA WHAT HAVE YOU DONE!”   I am thinking she shredded a piece of paper or got into the trash again, but never would I have thought she was going to have dyed my golden tan couch a new shade of purple.  We settle the kids back down (who now were curious about the commotion) and I got to work on cleaning the stain.  It was BAD!  As I am scrubbing and trying every cleaner I have, my husband says “Why are you wasting your time?”  In my pursuit to undo the damage, I realized that he was right.  No cleaner I had was going to get this up.  I needed a professional.  Had I not been pulled out of my stealth focus on fixing the problem, I would have spent hours cleaning something that was just not going to come out.  I would have been robbed of the time that I had to relax with my husband and watch our favorite shows together. 

There are time stealer’s taking your precious moments everyday.  Are you aware of them?  Things like long, unexpected lines at the store or post office.  Phone calls where you are left on hold for a long time, a family member or you getting sick, car accidents and traffic are other time stealer’s.  These are things that tend to be out of our control, but we need to be ready for them and how it can set us back.  Also, things like not being prepared (can you say no grocery list and forgetting half of what you went to the store for, then having to go back), waiting to the last minute (like trying to buy your Christmas presents a few days before the big day and getting low inventory and long lines), doing something someone else could or should do (like me trying to get a horrific stain out of our couch) and disorganization and clutter (looking for your keys or an important document) steal our time as well. 

How we handle these situations that potentially rob us of our precious time is important.  First of all, setting time buffers in your day will allow you to handle these interruptions with ease.  If you are overbooked, or even booked close together in your day you will be overwhelmed with the time stealer’s.  Allow some open time for the unexpected.  If nothing happens that day, you will have time to relax and enjoy!  Second, you need to have things to do if something is taking too much time.  Like having something to read if you are stuck at the doctors office, making a phone call while you are stuck in traffic, or cleaning out your purse when you are waiting in a long line.  Carry a book with you, or a pad of paper for notes of things you want or need to do, or fold laundry while you are stuck on hold.  There are a thousand things we could do in a short period of time.  Most importantly, being organized (having an organized home and office) will help you fight off some of the thieves of time! 

Just like the saying, “It takes money to make money”, it takes time to make time.  Give yourself a few minutes at the end of the day to prepare for the next one.  Organize your spaces so you know where everything is and can find what it is you need.  Be prepared for the unexpected with time buffers and having things to do while you are waiting.  You will be the Super Hero of  Time and fight the crime of the infamous time robbers!  (Can you tell I have two boys?!?)

What is stealing your time?  Write your “crime” prevention tips in the comments and help us learn what to watch out for!

For more tips on organizing, visit my website at:  www.afreshstartorganizing.net/tips. 

Also, you can subscribe to my monthly e-newsletter “Fresh Ideas for A Fresh Start” . Subscribe Now 

And get daily tips delivered to you through Twitter.  Follow Me

Wasting Away

I was looking through People Magazine a while back and saw a new edition that was being introduced.  It is ”People Pets“, and it is specifically geared towards, you guessed it, pets!  The ad says it has “Insanely Cute Photos, Hilarious Videos, Adorable Gear, and Celebrity Pet News”.  When I saw the website ad saying “Visit peoplepets.com today!”  I just about rolled over laughing.  Now, I am a HUGE animal lover.  I own two dogs, grew up with cats, would die for a horse, and never met a fuzzy creature I didn’t want to take home for my own.  But what made me laugh was the idea of dedicating an entire magazine to pets in such a People Magazine format.  Do we really need to know what new outfit Paris Hilton’s chiuaua is wearing these days?  This made me think of how much time we waste on fluff. 

Social media like Facebook, Twitter, MySpace, blogs, are a new way to communicate.  The only problem is that it has taken a hold of many lives.  We are a world that loves to know everyone  personal business!  (I am guilty as charged!)  We love our gossip magazines and finding out about the latest celebrity scandal!  It is so easy to be caught up on the updates posted  or the latest celebrity drama that you find yourself loosing track of time.  And we wonder why we feel we don’t have time to get everything we need done.  I hear all the time, “I don’t feel like I accomplish anything in the day”.  I think if we were to really evaluate how we spend our time we would see that there are a lot of ways we occupy ourselves that is not productive.    We can be easily distracted from what we need to do in so many ways. 

I have many clients tell me they feel like they are ADD.  They run around the house in circles trying to get stuff done and become easily distracted by ongoing projects in each room.  Or, they are sitting at their desk, working on paying bills, and an email notification dings and they immediately switch to email and the bills are left behind.  We can be reading a blog entry of something pertinent, and then we see a related post and read that one, which leads us to a product we have never seen, so we go to their website to check it out.  You can see how adults feel like they are ADD, but really they are unfocused and committed to the task on hand.

Here are some suggestions for better “time management”:

• Try limiting your social media time to 15 minutes a session, twice a day.  Set a timer if you really are one to get sucked in.  Or, limit it to no more than 3-5 minutes at the top of the hour.  These limits will keep you in check. 
• Limit your magazines to one or two gossip magazine (i.e. People, Us, OK!, and of course People Pets) subscriptions.  You don’t need to see each magazines take on how Jennifer Aniston is angry still at Brad and Angelina).  If they come to your home, you will be more inclined to read them! 
• Try carrying around a pad of paper and every time you see another project you need to work on while you are in the middle of something else.  Write  down your thoughts and keep going on what you were doing.  A lot of times we move on to another project because we are afraid we will forget to do the new one we see.
• Only check email 3 times a day.  Morning, noon and evening.  the world will not explode because you did not check you email.  Turn off the email notifications! 
• Turn off the phone ringers and check it after the tasks are completed.  Same goes for text messages!
• Ask people to not interrupt you during certain times of the day so you can focus and complete your tasks. 

You will be amazed how much you can get accomplished without so many distractions!  Now these suggestions are just ideas to help you see where you waste your time.  Reading magazines, such as People Pets, can be a great way to decompress for some, but make sure you are decompressing after you have finished your work.  Keep your guilty pleasures as a  rewards for a job well done!

Did You Change Your Clocks?

Today is my favorite type of day.  Daylight savings time occurred last night and it is raining.  It has been very warm here and not like fall, so the rain was a blessing.  And, I love to “fall back” and gain an extra hour in the day.  But as I walked around the house and changed the clocks back one hour, I realized very few of my clocks were set to the right time!  In the past I have thought that setting my clocks a few minutes fast would help me get out the door a little faster.  Instead I feel it has slowed me down.  I spend time trying to figure out how much time I really have.  I realized that it is better to change my mind set then to change my clock and use my time wisely.

Managing time is a misnomer.  We can’t manage time, but we can be more effective in the way we use it.  We use so many devices to save time.  From PDA’s, computers, and TIVO, you would think we have hours of extra time on our hands, yet we all feel overwhelmed with “to-do’s”.  Changing a few things in our day will allow you to have the “extra hour” feeling that the time change gives us.  

1.  Stop multi-tasking -  We waste more time when we try and bounce between different activities.  Your brain cannot jump around and be effective. 

2.  Eliminate distractions -  Like multi-tasking, you loose focus and efficiency.  Distractions usually take about 20 minutes to refocus.  Set aside 90-120 minutes of uninterrupted time and then take a break.

3.  Set routines -  From the time we are born, a routine is one of the best ways to keep our bodies and minds on track.  If we know what to expect every day (wake up at 6 am, exercise til 7 am, eat breakfast at 7:15, shower and get dressed by 8:15, drive to work…).  A schedule may seem mundane, but it helps our minds not to think about what the next step is.  If you don’t have to think about things, you will free up your mind to concentrate on more important tasks in your day.

4.  Avoid Perfectionism – If you worry about doing everything perfectly, you will get nothing done.  Really focus on what needs to be done well, then for the rest either let it go or do an average job.  

5.  Avoid Procrastination – Putting things off can lead to wasted time.  Like Nike says, “Just Do It”.  The sooner you get a job done, the less time you have to spend thinking about it!

6.  Outsource – If you have the means, outsource as much as possible.  You will have to let go of some control.  Ask for help from friends, relatives, and co-workers.  Be creative with your budget in order to afford help.  Cut back on  Starbucks so you can hire a cleaning service once a month.  Bring your lunch to work so you can go to the car wash every other week. 

Evaluate your time and see where you can use the tips above to help find more time in your day.  We all get the same 24 hours.  How are you spending yours?

If you would like more tips on organizing, visit my website at:  www.afreshstartorganizing.net/tips.  Also, you can subscribe to my newsletter “Fresh Ideas for A Fresh Start” . Subscribe Now 

Are You Ready?

September is National Preparedness Month

Are you ready?

We never know when an emergency will happen, but having the peace of mind knowing you are prepared for anything can empower you.  Are you ready for an emergency?  It is easy to think you live in an area that nothing will happen, but you run the risk every day for man-made or natural disasters.  I am not the type of person who thinks about such negative things, but knowing my family is prepared gives me a the peace of mind I need.   I will be blogging about this subject for the month of September to give you help in getting you and your family prepared.

Being informed is your first step in being prepared.  There are so many amazing sources of information that are geared towards emergency/disaster preparedness.  Here are a list of web sources that will educate you for what you need to know:

www.fema.gov/areyouready

www.ready.gov

www.citizenscorps.gov

www.redcross.org.preparedness/npm

www.homesafetycouncil.org

Also, you need to check with your community’s Emergency Management Office or local Red Cross chapter to find out what types of disasters are most likely to happen in your area.  Ask them to send you information on how they suggest you prepare.  Find out what types of ways does the community inform you of the potential for a disaster.  Do they have sirens, emergency workers who go door to door or television and radio broadcasts?  Knowing what to expect is essential to staying calm in the face of potential danger.  In addition, contact your children’s schools or daycare givers to find out what there plan of action is and if they are prepared.  If not, give them the information you have and give yourself the peace of mind that your children are protected when you are not there.  While you are gathering information check to see what the disaster plans are for your workplace.  Knowing that there is a plan of action with your office and co-workers is essential. 

Again, knowing what to expect will keep you calm in the face of an emergency.   Disaster preparedness is nothing to procrastinate on.  Get informed and get to work on keeping you and your family ready for anything!

Stay tuned for my next emergency blogcast!  Next week I will talk about ways to be educated around the house for an emergency, including having a family plan.  If you would like more information on emergency/disaster preparedness, visit my website at:  www.afreshstartorganizing.net/tips.  Also, you can subscribe to my newsletter “Fresh Ideas for A Fresh Start”  where I discuss how to put together an Emergency Preparedness Kit. Subscribe Now

Are you prepared?

Have you suddenly lost a loved one, so unexpected you can’t believe it is true?  You look around as if they will walk up to you and tell you it has all been a bad dream.   When you loose someone so suddenly, you realize how much you need to do in case this ever happens to you.  Sudden loss gives you a reality check of what it is you want out of your life.  It also give you the wake up call to make sure your affairs are in order.  I have seen the devastation of a family who’s mother suddenly passed away.  This mother was my step sister.  She had a will, but not executed in the state she was living in.  She had meant to get around to updating it for the current state she lived in, but like most of us thought she had plenty of time to get it done.   The family is going through her papers trying to make sure everything is handled appropriately, but it is time consuming not having everything in order.  She would never have wanted to leave this work to the family, but never thought it would happen to her.

We are so busy in our every day lives that the thought of any deaths or disasters are so far out of mind.  This is the way we should live.  We should be living for today, not in a state of worry about what ifs!  The only way we can truly live is to know we are prepared.  The Boy Scout motto “Be Prepared” takes on new meaning in the wake of recent natural disasters.   Between Katrina and other major hurricanes, floods, fires, and earthquakes, you hear of so many situations of families who were not prepared for such devastation.  Preparation will make situations like these more manageable, but what do you need to do to be prepared? 

After a disaster, the media will show so many stories of people having trouble with insurance companies.  The insurance companies must protect themselves from fraud, so they require so much documentation to take your claim.  The best way to protect and cover yourself is to do your part and have a home inventory.  If you have done a thorough home inventory you will be able to make a claim easily.  There are many ways to produce a home inventory.  First, before doing any work for an inventory, check with your insurance company to find out what they require.  It is always better to be over prepared than under, but each company is a little different with what they will accept for a claim. Pictures and videos are the best way to prove the condition of what you have and also that you actually own it!  One product on the market I have found to produce your home inventory is  Anywhere Vault.  I am impressed with their easy to use program to help you get your inventory done as quickly as possible.  The program walks you through the steps to produce a very thorough inventory.  Not only will you have your inventory sealed in an on-line “vault” you will be able to have a hard copy to keep on hand.  For more information, check out their site.

Another way to be prepared is to have your will, trusts and health directives up-to-date to ensure all your desires are met.  No one wants to plan for their death, but it is so important for those you leave behind.  No matter what religion you follow, we have no way of knowing when our time here is over.  As matter of fact that may be, you need to make sure you have made the easiest transition for your loved ones.  Talk to your accountant and lawyer to make sure you have everything in order.  Check with them to see how often you should update your documents.  So often people have done these documents, but have failed to update them.  This makes a very difficult time for those you leave behind.  Be proactive to stay prepared! 

Having all your important documents in a safe place that is ready to grab and go is important in the event of a disaster, natural or accidental.  Fire proof safes are a great way to keep your documents good condition in the case of a disaster that you are not home for.  If your home were to catch on fire and you are not home, you can feel confident that your documents will still be intact when you need them.  There is a wonderful product on the market that is recommended by the American Red Cross called Portavault.  It is a binder that helps you gather the important documents you need for any disaster, injury or death.  There are other products on the market, but this product is well planned out including a canvas case that is water-resistant.  Documents that should be kept in this or any ready-to-go case are:

• Emergency plan
• Family communication plan
• Health history
• Emergency contacts
• Household inventory, including valuables and collectibles
• Financial Data, including tax returns, bank account information, stock information, and credit card information
• Home ownership information
• Car information
• Insurance information
• Wills, trusts, health directives
• Children’s up to date photo and fingerprints

Schedule time to put these documents together.  You don’t want to be caught without this done. 

After you have put your documents together and have all your documents up-to-date, you will need to have your emergency kits put together for the home and your car.  These should include a first aid kit, water, and food.  You can find many companies that have these kits for sale on-line.  I highly recommend looking into what you need for the size of your family.  If you have pets, make sure you research what you need to keep them safe.  Also, put together a family plan on what will happen if there is an emergency.  You will give your children peace of mind knowing what to expect when something happens.

Preparation for the unexpected is hard work.  But once you have done this, you will have peace of mind.  You can relax knowing you and your family will be taken care of should anything bad happen.  Here’s to getting this done, and hoping none reading this will ever need to use the things they have prepared!

Multitasking Woes

For a long time the phrase multitasking has had a super hero like stigma.  The more you can do at once, the better, right?  Well it turns out that the more you do simultaneously, the less you actually get done.  That is not to say we should never multitask; it is OK to read while waiting in line or have a quick chat on the phone while you are unloading the dishwasher.   The idea of multitasking to simplify things usually backfires.  Your brain can only function on one activity at a time.  It usually will pause before moving on to the next task.  So if you are jumping between tasks, your brain actually will slow you down!  The best time management tip I can give is to focus and plan your activities.  So how do you do that you ask?  Here are some examples.

1.  Don’t just make a to-do list.  Use your calendar to actually schedule activities to be done at certain times.  Make sure you put the tougher challenges of your day (writing your proposal) at the time you are most productive.  Save things that are easy and quick for times you don’t move as fast (folding laundry).

2.  Slow down.  For those of us who are Type A this can be difficult.  We have a sense of urgency and tend to race the clock.  This only stirs up the stress levels and can eventually slow us down (we get sick, or worse, have major medical ailments).  Take the time to focus on each activity without checking the clock.  Set a timer and turn it away from you.  Take off your watch and remove your clocks.  Just be at one with your work and you will find you will be able to accomplish more with less stress.

3.  Set priorities.  Make a list of all the things you want/need to accomplish.  This is like a to do list, yet can also have more tasks that are larger goals.   If you have a larger task, below it list the tasks that need to be done for it.  From this list, put an A, B or C for each item on the list (or use colored dots, or any visual means that works for you).  For this I will use the A/B/C method.  A – high priority, must be done sooner rather than later.  B – medium priority, things that you have time to accomplish but still must get done.  C – those tasks that can wait or may not need to be done at all.  When you get all this out of your head and into a priority list, you can see how you will be able to accomplish everything.  Also, don’t hesitate to not do something on the list if if is low priority.   Why do something that you don’t enjoy or truly need to do.  Delegate those tasks that you can – even the little ones.  Involve your children, spouse, friends, co-workers and family (just don’t take advantage of this – everyone has a lot on their own plates).

4.  Remember to give yourself breaks.  Give a break in time and in expectation.  Allow breaks from what you are working on to gain more energy.  This doesn’t mean that you take a nap after replying to all your e-mails.  It can be as simple as sitting at your desk a taking a few deep breaths, going for a walk around the office, or folding a load of laundry.  This is not to say you are multitasking, you are taking a break from an activity to gain new perspective.  Your mind will easily come back to the task.  Also giving yourself a break on expectation is essential.  Perfectionism usually leads us to try and do more (or nothing at all if we feel we can’t do it to a certain unattainable level).  Evaluate your expectation of task at hand.   Does it really need to be a Martha Stewart reproduction?  Do your cupcakes need to be hours of work to look perfect, when the kids eating them only care about the flavor?  Who are you really trying to impress?  Your level of expectation may be too high, which means you are doing to much to get the job done.

If we slow down, prioritize and evaluate, our lives can be less complicated.  Less complicated means less stress, and who wouldn’t want that?